and
2014 Fall Product
Program Manual
Mission Statement
Girl Scouting builds girls of courage, confidence, and character,
who make the world a better place.
The Girl Scout Promise
On my honor, I will try:
To serve God and my country,
To help people at all times,
And to live by the Girl Scout Law.
The Girl Scout Law
I will do my best to be
honest and fair,
friendly and helpful,
considerate and caring,
courageous and strong, and
responsible for what I say and do,
and to
respect myself and others,
respect authority,
use resources wisely,
make the world a better place, and
be a sister to every Girl Scout.
table of contents
Welcome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
New this Year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
What is Fall Product? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Contact Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Fall Product Program Timeline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Fall Product Program Supply List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Getting Ready for the Fall Product Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Program Logistics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Getting Excited about the Fall Product Program . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Product List and Troop Proceeds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Understanding Online Sales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Paper Order Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Share Donations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Fall Product Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Fall Product Cupboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Rewards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Financial Responsibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Outstanding Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Nut-E: Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Nut-E: Service Unit Fall Product Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Nut-E: Troop Fall Product Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Fall Product Program Lingo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
2014 FALL PRODUCT PROGRAM MANUAL
1
Welcome to the Fall Product Program!
Are you ready to get started? By now, your girls are registered, and the paperwork is complete (you
think!). You’ve done the training, went to the kick-off (it was great!), held a parent training and troop
rally for your girls.
Worried about forgetting an important detail or date? Can’t remember what a promise or ACH is? Wait
a minute, was I supposed to host a troop rally??? Don’t worry; this manual will guide you through the
program step-by-step.
Please don’t muddle through the manual. If you aren’t familiar with our jargon yet, refer to our ‘Learn
the Girl Scout Fall Product Program Lingo’ vocabulary list located at the end of the manual.
First, let’s start with the who, what, where, why, when and how to get the basics of the program. The
timeline and supply list directly follows the table of contents and contact information. These simple
lists will keep you organized throughout the program. Just refer to them as needed.
New this year!
NEW
»» Girls can now sell nuts and candy directly online. Customers will send
emails to friends and family with a link to the Nut Online Store. The product selection on the
online store is much bigger than the Council Product Line-up.
»» Girls will now sell photo keepsakes online.
»» The Council Product line-up will no longer include a Girl Scout tin or the Blueberry Pomegranate
Nut Crunch; however, they may be purchased online.
»» The Council Product line-up will now include Almond Cran-Orange Crunch and English Butter
Toffee.
»» Girls can continue to include a Promise Link on her emails. Local customers may wish to avoid
delivery charges by using this option.
»» Online sales for both nuts and magazines are entered into Nut-E similarly.
»» Girls can use the business cards in her Girl Packet to entice her friends and family to shop at the
magazine and nut store online. Girls who are entered in the QSP website will get credit for those
sales.
»» The Fall Product Program will no longer include address books.
»» Troops no longer need to enter troop accounts into Nut-E. The ACH is no longer completed
using the information in Nut-E.
»» Troops no longer need to enter their troop account information into the TPM Agreement.
»» The TPM Agreement needs to be completed separately for the Fall and Cookie Program.
»» Troop Leaders/Troop Product Managers without a girl in the troop no longer need to enter a
fictitious name in the QSP website.
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
What is Fall Product?
Understanding the basics of the Fall Product Program; the who, what, where, why, when and how of
the Fall Product Program.
What is the Fall Product Program?
The Fall Product Program is a council-sponsored program that combines educational activities with
money earning opportunities.
Who is it about?
The Fall Product Program is about supporting Arizona Cactus-Pine Girl Scouts and girl learning!
Proceeds from the program fund both the troop and the Council, all while girls learn the 5 skills: goal
setting, decision making, money management, business ethics and people skills.
How does it work?
Girls sell nuts and candy, magazines subscriptions, photo keepsakes, nuts and candy to friends and
family.
Where do girls sell?
Girls sell to friends and family either face-to-face or through a secure online program.
When do girls sell?
Girls may sell September 20 – November 9.
Why should my troop participate?
Girls learn while financially supporting:
»» Unique and innovative troop programming
»» Council publications
»» Volunteer resources
»» Year round maintenance of our Girl Scout camps
»» Financial assistance for girls
2014 FALL PRODUCT PROGRAM MANUAL
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contact information
Product Program Team
[email protected]
Jena LeMire
Alison Walker
Gwen Moreno
[email protected]
602-452-7176
[email protected]
602-452-7014
[email protected]
602-452-7125
Volunteer Training & Support
Accounts Receivable & Delivery
Product Program Manager
The Product Program Team has moved!
We are still at the same complex, but can now be found in front of the Council Shop.
3806 N. 3rd Street
Phoenix, AZ 85012
Monday – Friday, 9am-5pm
Council Address and Phone
119 E Coronado Road
Phoenix, AZ 85004
602-452-7000
800-352-6133
Emergency Phone Number
602-531-5935
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
fall product program timeline
Service Unit
Troop
Girls/Families
Dates
Group
Activity
August/September
Service Unit
Provide Troop Fall Product Program training
August/September
Troop
Attend Fall Product Program training
August/September
Service Unit
Distribute Fall Product Program troop material
Troops cannot participate
until agreement form has
been signed
Troop
Sign the Troop Fall Product Manager Agreement
Form: Financial Contract and Program/Commitment
Requirements online (TPM Agreement)
September/October
Service Unit
Give troop’s access to Nut-E when training is
completed and TPM Agreement has been signed
Prior to October 4
Troop
Check Nut-E for accuracy: verify contact information
and add girls if needed
September
Troop
Hold a parent/guardian meeting
September 20
Troop
Fall Kick-off
Before October 4
Girls/Families Pre-orders due to Troop Product Manager
October 4
Troop
Troop Product Managers input troop pre-orders into
Nut-E. Nut-E is locked to troops at 10pm Arizona time.
October 5
Service Unit
Service Unit Fall Product Managers verify troop preorders are entered in Nut-E. Contact troops that are
participating and have not yet placed orders and
assist with placement of order. Nut-E is locked at 10 pm
Arizona time to Service Unit Fall Product Managers.
October 11-12
Service Unit
Nut and Candy Delivery
October 11-15
Schedule with Service Unit
Troop
Pick up nuts and candy from the Service Unit
October 4 – November 9
Girls/Families
Girls continue to sell online, take orders and deliver
product
Once a week or as needed.
Girls/Families Girls turn in money collected to troop
2014 FALL PRODUCT PROGRAM MANUAL
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fall product program timeline (cont’d)
Service Unit
Dates
6
Troop
Girls/Families
Group
Activity
Before November 11
Troop
Troop Fall Product Managers enters online sales,
assigns all product in Nut-E to girls and verifies girl
rewards
Before November 13
Service Unit
Service Unit Fall Product Manager verifies troops have
assigned all product to girls
November 17
Troop
Outstanding Account Reports due to Council
Product Program Team. Send completed forms
to [email protected]. Forms are
available online.
November 20
Troop
ACH: Troops will be debited amount owed to Council
December/January
Service Unit
Rewards will be shipped to Service Unit Fall Product
Managers
January
Troops
Service Unit Fall Product Managers distributes rewards
to troops
GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
fall product program supply list
Service Unit
Training Material
»»
»»
»»
»»
»»
Service Unit
1 Flash Drive with Training Material Loaded
1 Manual
1 Order Card
1 Product Sample Box
1 Reward Sample Box
Material to Distribute to Troops
One Per Troop
»» Manuals
»» Receipt Books
»» Troop Money Envelopes
»» Photo Keepsake Gift Certificate
One Per Girl
»» Girls Sales Packet
»» Parent/Guardian Permission Slips
»» Activity Pieces
Troop
Materials to Distribute to Girl
One Per Girl
»» Parent/Guardian Permission Slips
»» Activity Pieces
»» Girl Packet
•
•
•
•
Girl Order Cards
QSP Online Magazine Program Flier
Girl Money Envelopes
Girl Business Cards
Please contact [email protected] if you need additional materials.
2014 FALL PRODUCT PROGRAM MANUAL
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Getting Ready for Fall Product Program!
Okay, the first thing that you need to do before starting the program is get the paper work completed
and understand how the logistics work.
Participation Requirements
»» All Service Unit and Troop Fall Product team members must attend training; live trainings are
always preferable, but we also offer webinars. Please see our website for details on webinars.
»» The Troop Fall Product Manager must sign the Troop Fall Product Manger Agreement Form:
Financial Contract and Program/Commitment Requirements. Any person handling money
from the Fall Product Program must sign the agreement. The form is on our website.
»» All girls must be registered Girl Scouts.
»» All girls must have a signed 2014 Parent/Guardian Permission Form: Financial Agreement and
Program Requirements on file with the troop. This is extremely important, is valid for both Fall
Product and Cookies, and protects the troop if there are issues with money collection.
»» Girl Safety
• Girls should reference the Internet Safety Pledge when doing online sales:
www.girlscouts.org/help/internet_safety_pledge.asp
• Girls must follow the safety and etiquette guidelines printed on the order card and on our
website
»» Keep in mind that Troops may take checks or use PayAnywhere (PayAnywhere is a mobile
credit/debit card reader) but please remember the following:
• Troops are responsible for all non-sufficient fund fees (bounced checks).
• PayAnywhere charges 2.69% of the total sale per swipe. Please see our website for
PayAnywhere set-up information.
»» Please do not talk to the media. If you are contacted be the media, please direct them to the
Council Office at 602-452-7000.
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
Program Logistics – In a Nutshell
»» Girls can begin selling September 20, 2014.
• Girls send emails to friends and family.
• Girls direct customers to the website by using her business cards.
• Girls use the order card to sell to friends and family in person.
»» Troop Product Manager enters all pre-orders into Nut-E by October 4, 2014.
»» Pre-orders are delivered October 11-17, 2014.
»» Girls deliver product and collect money
»» Girls continue to sell through November 9, 2014.
»» Additional Product can be picked up at the Warehouse through November 7, 2014.
»» Sale ends on November 9, 2014.
»» All product is assigned to individual girls by November 11, 2014.
»» Troops submit the Parent Guardian Outstanding Account Form by November 17, 2014 for all
parents who have not paid for product.
»» Council Proceeds are deducted from the troop account (ACH) on November 20, 2014.
»» Girl Rewards are distributed in December/January.
2014 FALL PRODUCT PROGRAM MANUAL
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Get Excited about Fall Product Program!
Attending the Fall Product Program kick-off is a great way to introduce the girls to the program. Girls
will be able to sample product, mingle with sister girl scouts and get familiar with the program.
2014 Fall Product Program Kick-Off
September 20, 2014
Enchanted Island at Encanto Park
Please see our website for registration details.
Fall Product Rallies
Service Units can help create excitement by hosting Fall Product Rallies. Rallies organically increase
girl engagement and participation.
By the same token, troops can also host their own Fall Product Rally, or combine resources and plan a
rally with a sister troop or two.
Whether you decide to have a Service Unit or Troop rally, it’s important to let the girls lead the event.
Guide them through the event planning process, but allow them to organize, promote, design, and
teach others about the program. The skills they learn will last a lifetime.
Additional Program Activities
You can find additional activities at https://www.ashdonfarmsNut-E.com/Home.aspx
Parent Meeting
All troops who participate in the program should host a mandatory parent meeting. During the
meeting you should explain why participation is important and cover the logistics and products sold.
Participation material should be distributed.
Topics
»» The Parent/Guardian Financial Agreement should be signed at the meeting. Keep your copy.
»» Girl learning
»» Proceeds and the Fall Product Program: Supporting the council, troop and girl
»» Products offered
»» Online selling
»» In person selling
»» Girl Safety
»» Financial Responsibility
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
Product List and Troop Proceeds
Fall Product is delicious; friends and family won’t be able to resist! And it makes a great gift during the
holiday season.
Product
Price
Proceeds Earned
Butter Toasted Peanuts – Gluten Free
$5.00
$1.00
Fruit Slices – Gluten Free
$5.00
$1.00
Salsa Mix
$5.00
$1.00
Almond Cran-Orange Crunch – Gluten Free
$6.00
$1.00
Mint Penguins – Gluten Free
$6.00
$1.00
Deluxe Pecan Clusters
$6.00
$1.00
English Butter Toffee
$6.00
$1.00
Whole Cashews – Gluten Free
$6.00
$1.00
Military Share Nut
$5.00
$1.00
Military Share Magazine
$5.00
$1.00
Magazine subscriptions or renewal
varies
$2.00
Photo Keepsakes
varies
$2.00
Don’t see your favorite item? Never fear, customers will now be able to order all Ashdon Farms
product items directly online.
Fall Sale Line Up
Butter Toasted Peanuts
Fruit Slices
Salsa Mix
Almond Cran-Orange
Crunch
Dark Chocolate
Mint Penguins
Deluxe Pecan Clusters
English Butter Toffee
Whole Cashews
2014 FALL PRODUCT PROGRAM MANUAL
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Understanding Online Sales
Selling Nuts, Candy, magazines and photo keepsakes online
Promises, online candy sales, magazines, photo keepsakes… Where do I send what to, who do I
deliver to…. Okay, so it can sound confusing, but it’s really simple. Let’s review a few key vocabulary
words first.
QSP/Nut Online Program
The online program is designed for girls to safely send emails to friends and family asking them to
make a purchase; items are paid for online and mailed to the customer. Local customers can make a
promise to make a nut or candy purchase.
Promises
Local customers can make a ‘promise’ to purchase a nut or candy item through the QSP online
program. Girls must collect the money owed and deliver the product. Girls may only sell ‘promises’ for
product that Council has pre-selected. Customers may purchase other items online. Those items will
be paid for online and mailed to the customer.
Fall Product Business Cards
These are business cards that girls receive in their girl packet with the Council number 2689511 listed.
The business cards will direct customers to the QSP website to make a purchase. The website will
credit the girl for the purchase.
Troops, Girls and QSP/Nut Online Program Registration
1. Troop leaders will set-up the troop QSP account.
• http://girlscouts.qspgao.com/arizonacactus-pine
• Our Council ID number is 2689511
2. Girls must sign up on the QSP website to send emails.
• http://girlscouts.qspgao.com/arizonacactus-pine
• Girls will use the council ID number 268951 and her troop number to link with her troop.
• Girls can use the site even if the troop doesn’t set-up an account, but she will need to
report all online sales to her troop leader.
3. Returning girls are able to use last year’s log-in information and can change the troop number.
4. Siblings may use the same log-in information.
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
Magazines, Photo Keepsakes and Purchasing Nuts and Candy Online
Girls can sell magazines, photo keepsakes, nuts and candy to friends and family two different ways
online. All customers who receive the email or visit the website using the information on the business
card, will be directed to the magazine and nut stores. All items purchased at either the magazine or
nut store are paid for online and the materials ordered will be shipped directly to the customer. Girls
will be given credit for those purchases.
»» Girls can send emails through the QSP website.
• Girls will need to log-in to the QSP website, set-up their account and simply send emails to
friends and family.
• The council ID number is 2689511.
»» Girls can use Fall Product business cards.
• Girls pass out the business cards they receive in their girl packet.
• Customers visit the website listed on the card.
• Customers enter the council ID number 2689511 listed on the card and girl name to link to
the stores.
Nuts and Candy: Promises
Customers can now make purchases from the entire Ashdon Farms Girl Scouts line. Sounds fantastic,
but you may be thinking, what about delivery fees. Yes, customers will have to pay additional delivery
fees. And we know that Phil next door will not want to pay a delivery charge for his two cans of
cashews, therefore, we set-up a way to help girls sell to Aunt Melissa in Virginia and Uncle Phil next
door.
Girls can email Nut Promises to local friends and family through the QSP/Nut Online Program. Nut
promises are a promise to make a purchase. Girls will still need to collect money and deliver the
product. The Nut Promise product line-up mirrors the Council product line-up. Customers who use
the Nut Promise will save the delivery charge.
Important Reminders
»» The Nut Promise box must be selected on the QSP/Nut Online Program to send Nut Promises.
»» The Nut Promise link should only be sent to local customers.
»» Links to the Magazine and Nut Store are automatically included in every email sent.
Examples
Aunt Melissa from Virginia can now support her niece living in Arizona and can purchase magazines,
photo keepsakes, nuts and candy online. She can pay for the items purchased online and the items
will be shipped directly to her door.
Although, Girl Scouts Tins are no longer being offered on the Council product line-up, Uncle Phil next
door can still purchase a Girl Scout Tin for his wife at the Nut Online Store. Uncle Phil, can also save on
delivery charges for his cashew purchase by making a Nut Promise online.
2014 FALL PRODUCT PROGRAM MANUAL
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Paper Order Cards
The paper order card is always a fantastic way to sell nuts and candy to friends and family. And girls
are encouraged to use both the paper order card and online tools to promote, market and sell Fall
Product.
Share Donations
What are they and how do they work?
Customers can donate nuts/candy and magazines to preselected
military troops through the Share program.
Item Donated
$5.00 nut item
(product is chosen by the vendor)
$5.00 magazine voucher
(vouchers are used towards purchase of magazine subscriptions)
Proceeds Earned
$1.00
$1.00
How do Share donations work?
1. Customers make a donation either on the order card or through the QSP’s Magazine/Nut online
program.
2. The troop will not take possession of the product and Council will donate the items.
3. Unlike orders where the girl must deliver the product, the money for the Share donations is
collected UPFRONT.
4. Sales are recorded into Nut-E.
5. Contact the Product Program Team to add additional Share items after October 4, 2014.
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
Fall Product Delivery
Initial Order Service Unit Delivery – Phoenix Metro Area
»» Service Unit delivery is October 11 or October 12.
»» Service Units will be contacted by Dircks, our delivery agent, after the initial order is received to
schedule the time and date.
»» All product will be delivered on October 11 or October 12 to a location pre-selected by the
Service Unit Product Manager. Product will no longer be picked up at Dirks or the Council
Warehouse.
»» The Service Unit Product Team will schedule troop pick-up times.
»» Receipts are issued for all product transfers at both the service unit and troop level.
• Be sure to count, recount and count again if necessary.
• The party receiving the product is responsible for the accuracy of the count.
• Disputes will be decided based upon the receipt record.
Initial Order Service Unit Delivery – Extended Area
»» Delivery will take place at your location October 13-17.
»» Service Units will be contacted by Dircks, our moving agent, after the initial order is received to
schedule the time and date.
»» The Service Unit Product Team will schedule troop pick-up times.
»» Receipts are issued for all product transfers at both the service unit and troop level.
• Be sure to count, recount and count again if necessary.
• The party receiving the product is responsible for the accuracy of the count.
• Disputes will be decided based upon the receipt record.
2014 FALL PRODUCT PROGRAM MANUAL
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Fall Product Cupboard
Fall Product is so delicious, after the initial order your customers will be begging for more! What do
you do? Where can you go to get more? The centrally located Council Warehouse (next to the Council
Shop) is where you’ll find more of the yummy treats!
Girl Scout Council Warehouse – 3806 N. 3rd Street, Phoenix, AZ 85012
»» October 15 – November 7, 2014 Monday – Friday 9:00 am – 5:00 pm
»» October 18 and 25
Saturday
9:00 am – Noon
Extended Area Service Units
Don’t despair; we know your customers want more too! Contact the Council Product Program Team
at, [email protected], and we will ship product to your area. But like all Girl Scouts, we
use resources wisely so keep in mind the following:
»» Order enough in your initial order, but not too much. Remember there are no returns.
»» Orders will be combined when possible and shipped to the Service Unit Fall Product Manager
»» If it is the only order, product will be shipped directly to the troop
2014 Rewards
Reward Level
Reward
10+ Combined Units Sold
Puzzle Patch Set
20+ Combined Online Items Sold
Small Otter
30+ Combined Items Sold
Otter Charm
50+ Combined Items Sold
Be Active Set
75+ Combined Items Sold
Large Otter or $10 Nutty Bucks
100+ Combined Items Sold
Event and 100+ Patch or $20 Nutty Bucks
5 Share items
2014 Share Patch
12 Emails sent
Online Patch
What are Nutty Bucks?
Nutty Bucks are like a typical Gift Card, and is a girl reward earned through selling Fall Product. Girls
may choose Nutty Bucks instead of selected Girl Reward items and can be used to pay for a variety of
Girl Scout products and activities. Nutty Bucks expires and can only be transferred between siblings.
Nutty Bucks can offset costs for…
»» Items at the Council Shop
»» Resident or Day Camp
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GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.
»» Girl Scout Sponsored
Programs
»» Membership Dues
»» Lifetime Membership
»» and Travel!
Financial Responsibility
This is one of the most important pieces of the manual. Collections can be a tricky subject, especially
when trying to collect from a well-known parent. And although there are no guarantees, the Product
Program Team has carefully developed guidelines to minimize money related issues that may arise.
»» The Troop Fall Product Manager must sign the Troop Fall Product Manger Agreement Form:
Financial Contract and Program/Commitment Requirements online.
• This form includes a financial agreement. All volunteers who handle money in any way must
sign the agreement.
• Please do not sign the agreement and then delegate money duties to another person
because you may be held responsible for their misuse/mishandling of funds.
»» All girls must have a signed 2014-2015 Parent/Guardian Permission Form: Financial Agreement
and Program Requirements on file with the troop.
• This is extremely important, is valid for both Fall Product and Cookies, and protects the
troop if there are issues with money collection.
»» All product transactions must have a receipt. Please use designated receipt books to keep
accurate record in case of an audit. There must be a receipt for all product going out and all
money coming in. This applies to troop and service unit transactions.
• Tip! Keep two receipt books, one to document product going out and one to document
money coming in.
»» Encourage parents to turn in money frequently. Create ‘money Mondays’ or a fun way to collect
payment.
»» The ACH date for the Fall Product Program is November 20, 2014. ACH is the acronym for
‘Automated Clearing House’ and transfers owed money (from the Fall Progam) from the troop
bank account into the Council bank account.
»» If the troop has a slow or non-paying parent, contact the Council at productprogram@
girlscouts.org immediately.
»» Money is collected from customers when the product is delivered.
»» Share donations are an exception and because girls do not deliver the product, she must collect
money up front.
»» Please do not take bills over $20. Troops are responsible for replacing counterfeit money.
»» Troops may take checks or use PayAnywhere but please remember the following:
• Troops will be responsible for paying any non-sufficient fund fees (bounced checks).
• PayAnywhere charges 2.69% of the total sale per swipe.
2014 FALL PRODUCT PROGRAM MANUAL
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Outstanding Accounts
You have followed all the guidelines and recommendations, but now are faced with a parent who
cannot, or has not, paid for the product. What do you do? It’s always a challenging situation but the
Product Program Team has designed a procedure to ease you through the situation.
Your first responsibility is the financial stability of the troop. The girls worked hard and the troop
deserves the proceeds from the program. One non-paying parent can wipe out the all troop proceeds
from the sale.
Regardless of your relationship with the parent, troop leaders must act quickly to protect the troop
and the girls. The Council will work with parents to set up a payment plan and will use an outside
collection agency if necessary.
The guidelines for this procedure are very structured and need to be followed meticulously to ensure
a smooth and successful collection of debt.
Outstanding Account Report
»» Fill out an Outstanding Account Report if a parent fails to make payment for the product. The
form can be found on our website or can be emailed to you by request at productprogram@
girlscoutsaz.org.
»» The form can be turned into the Product Program Team, [email protected] at
any time during the sale; but must be turned in by November 17, 2014.
»» All transaction receipts, product going out and money coming in must be included with the
form. Please attach any email communication pertinent to the collection of debt.
»» If the troop fails to submit the form by November 17, 2013 the troop will assume all financial
responsibility for any unpaid balances.
»» If the balance is paid by the parent after the form has been submitted, contact the Product
Program Team immediately and the collection process will not proceed.
What if Council is unable to collect?
»» The girl will not receive her rewards until the money has been paid.
»» The troop will not receive proceeds for unpaid product until the money has been collected.
»» Troops with outstanding balances and have not reported it as parent delinquency will not
receive proceeds or rewards.
»» The Council will take the necessary steps to recover all outstanding debts.
»» Anyone who misuses Girl Scout funds will be prosecuted to the fullest extent of the law.
»» Can a girl participate in the Fall Product Program if she owes money from a prior sale? To ensure
girls are successful, they will only be able to participate in the online sales portion during the Fall
Product and at booths during the Cookie Program.
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Nut-E: Getting Started
Nut-E is the online sales tool used by Council, Service Units and Troops to place product orders
and submit girl rewards. It is a fun and intuitive system; easy to master and will help manage the Fall
Product Program.
Logging-in
»» Go to https://www.ashdonfarmsNut-E.com/Home.aspx
»» Log-in – The log-in information will be sent to Service Unit Product Managers by the Product
Program Team.
»» Make sure you have the 2014-2015 Product Sale selected; click the ‘Sign-In’ button.
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Nut-E – Service Unit Fall Product Managers
The Home Page
»» The Home Page gives a quick overview of the sales for your Service Unit and messages from the
Product Program Team.
»» Navigation buttons are across the top of the screen and allow access to different screen pages.
Setting-up your account
»» Go to the ‘Service Unit Edit’ screen. Make sure the contact information is correct. Make changes
as needed and press save.
»» ‘Council Bank Account’ and ‘Delivery Agent’ is for Council use only.
»» Add Fall Product Service Unit Team members who need access to Nut-E under ‘Service Unit
Users’.
»» Create unique messages to communicate with your troops through the ‘Message Center’!
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Managing your troops
The ‘Troops’ page will show all the troops and Fall Product Managers for each troop.
Troop Order Status
»» To view the status of each Troops Order (Open or Submitted) just click the “Troop Order Status”
drop box under the Troop icon
»» Hover your mouse over the ‘Troops’ button until you see the sub-menu ‘Troop Order Status’
and click it.
»» Check the box to the left of your troops, select ‘Submitted ‘from the drop-down menu and click
‘Apply’.
»» Service Units can change the status of a Troops Nut/Candy order until the Service Unit is locked
by the Council.
»» Once the Council Submits their Nut/Candy order to Ashdon Farms no changes can be made to
the Troop Order Status – all will be considered “Submitted”.
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Sending email messages to your troops.
Communicate to your troops by sending email blasts through Nut-E! This is a simple but effective way
to communicate important messages about the Fall Product Program.
»» Emails may be sent to all troops or a selected few.
»» Email messages may include attachments.
»» Any Troop with no email listed on their detail page will be highlighted in pink.
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Reports for the Service Unit and Troops
The Reports page allows you to print multiple reports for your entire Service Unit or individual troops.
You are able to toggle between the two. The report options include:
»» Sales summaries
»» Rewards/ Rewards earned
»» Girl order summaries
»» Detailed Nut-E manuals for troop and service unit for download
»» And more!
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Nut-E – Troop Product Managers
The Home Page
»» The Home Page gives a quick overview of troop sales and messages from your service unit.
»» The navigation buttons are across the top of the screen and allow access to different screen
pages.
Setting-up your account
»» Go to the Troops Screen. Make sure the contact information is correct. Make changes as
needed and press save.
»» Add Fall Product Team members who need access to Nut-E under ‘Troop Users’.
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Girl Orders
The Girl Orders screen is where you enter pre-orders, additional product, payments and reward
orders for girls.
Do not press Submit until the entire initial order has been completed. The Submit button will lock the
troop out of Nut-E and you will not be able to edit until the re-order phase of the sale.
Registration Info
Before the Troop can submit their order this field must be filled in with a number equal to or greater
than the number of Girls Selling.
Entering Girls into Nut-E
Please add all registered girls into Nut-E and enter first and last names. (All girls registered early will be
pre-populated in the system).
»» Click ‘Add Girl Name’
»» Don’t forget to save!
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Inputting Pre- Orders
October 4, 2014 is the final date for entering pre-order product.
»» Click the plus sign to the left of a girl’s name to input her order.
»» Click the pencil to edit an order.
»» Enter the product sold, promises and order card sales. You may also enter all online sales at this
time.
»» Click “Save”.
»» Recognitions will automatically calculate.
»» Verify recognitions earned and select choices (if necessary). Click “Save”.
»» Save Girls Entire Order (you must click “Yes” to save her order).
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Submitting the Initial Order
»» After all pre-orders have been entered. Click the large pink Submit button on the main Girl Order
screen.
»» Once you Submit you will not be able to add any more nut or candy pre-orders unless product
has been assigned to you from Council.. You can still add magazine and online nut sales
information until the end of the sale.
Inputting Online Nuts
»» This category will look and feel just like the Online Mag Subs category. There will be one
cumulative “Online Nuts” column for total units and one cumulative “Online Nuts $” column for
total sales.
»» These two columns will always precede the regular order card nut/candy items.
»» Again, just like the Online Mag Subs category, both the Online Nuts and Online Nuts $ columns
will remain open until the council submits their recognition order since they do not have to be
entered at the same time as the regular order card nut/candy items.
»» Also, the Amount Due will not include Online Nut sales as those monies are paid directly to
Ashdon Farms so girls are not responsible for turning in money to their troops.
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Additional Orders
Learn and Earn More! Girls are encouraged to continue to sell until November 9!
»» Girls may continue to sell until November 9.
»» Additional product is picked up from the Council Cupboard.
»» Council staff will input the orders picked-up into Nut-E.
»» The additional product will appear in the Girl Order screen on a line titled Troop Special.
»» To transfer the product to a girl in your troop (so she gets credit for rewards earned), click the
yellow button on the screen titled: Transfer Product Within Troop
»» Make sure ‘Troop Special to Girl’ is selected; choose the girl’s name from the drop down and
type what product she sold. Click Submit or Save.
»» If you select the Girl to Girl option it will give you a message that you have to transfer to the
Troop Special first.
»» After the Council submits their Recognition order to Ashdon Farms, all girl orders lock and no
transfers can be made into or out of a girls order at the Troop level.
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Girl Payment
»» Troops have the ability to track individual Girl Payments in the system.
»» These payments will appear on the G2 report.
»» Click the Girl Payments button.
»» Click “Add Payment”, enter the Amount Paid and Date Paid then click “Update”. Multiple
payments can be entered per girl.
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Girl scout Fall Product Program Lingo
ACH is the acronym for ‘Automated Clearing House’ and transfers money owed from the Fall Product
and Cookie Program.to the Council account.
Ashdon Farms is the fundraising division of the A.L. Schutzman Company. It is the company that
our Council uses to sell nuts and candy during the Fall Product Program.
Fall Product Cupboard A warehouse located behind the Council Shop where additional
product may be picked up.
Council Proceeds are the monies earned from the Fall Product Program that financially
supports year-round maintenance of our camps, print resources and council publications, financial
assistance for girls, troop programing and staff support for our volunteers.
The Cupboard Warehouse
3806 N 3rd Streeet, Phoenix, AZ 85012
»» October 15 – November 7, 2014 »» October 18 and 25
Monday – Friday Saturday
9:00 am – 5:00 pm
9:00 am – Noon
Fall Product Business Cards are business cards that girls receive in their girl packet. The
business cards will direct customers to the QSP website to make a purchase. The website will credit
the girl for the purchase.
Fall Product Delivery is when troop’s the initial order of nuts and candy is delivered to the
Service Unit. The initial order is generally delivered to the home of a Service Unit Product Program
Team member. Troops arrange with the Service Unit when to pick up their order.
Girl Rewards Individual girls earn girl rewards, troops earn troop proceeds. Girl rewards are listed
on the order card.
Initial Order is where girls take pre-orders from friends and family. She gives her order to her
troop, who then places the troop initial order in Nut-E. The initial order is delivered to the Service Unit.
Initial order is due October 4 and delivery is October 11-12.
Nut-E is the online software program that manages the Fall Product Program. All troops and Service
Units participating in the Fall Product Program must use Nut-E to manage the program.
Nutty Bucks are Girl Scout ‘gift cards’ that girls may select in lieu of some girl rewards. Nutty
Bucks can be used at the Council Shop, resident or day camp, GS sponsored programs, membership
dues, lifetime membership and travel!
Promises Local customers can make a ‘promise’ to purchase a nut or candy item through the
QSP online program. Girls must collect the money owed and deliver the product. Girls may only sell
‘promises’ for product that Council has pre-selected. Customers may directly purchase other items
directly online. Those items will be paid for online and mailed to the customer. .
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QSP is the fundraising division of Great American Opportunities. It is the company that our Council
uses to sell magazine and photo keepsakes during the Fall Product Program.
QSP Help Line If customers need help with their magazine subscription or photo keepsakes they
can call (800) 341-4454 for immediate assistance.
QSP/Nut Online Program is designed for girls to safety send emails to friends and family asking
them to make a purchase; items are paid for online and mailed to the customer. Local customers can
make a promise to make a nut or candy purchase.
‘Remember This’ is a new line in the Fall Product Program! Customers can now purchase custom
photo memory keepsakes to share with friends and family. They make great holiday gifts!
Service Unit Fall Product Program Manager is a volunteer who manages the Fall
Product Program for the Service Unit.
Share Items are preselected magazine subscriptions and nut and candy items that can be
purchase as donation to military personnel.
TPM Agreement is an agreement between the Troop Fall Product Manager(s) and the council
accepting responsibility to manage the Fall Product Program, including all financial obligations.
Volunteers who have not signed the agreement should not handle Fall Product money.
Troop Proceeds are the portion of the Fall Product Program earnings that the troop uses to
support troop activities.
Troop Product Manager leads the troop through the program. This person(s) is responsible
for financial and product transactions, program logistics, girl program and must sign the TPM
Agreement online. The Product Program Team recommends more than one person run the troop
program.
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NOTES
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119 E Coronado Road
Phoenix, AZ 85004
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602.452.7000
girlscoutsaz.org
GIRL SCOUTS–ARIZONA CACTUS-PINE COUNCIL, INC.